Module 7 b_outlook_2010

Outlook 2010
Basics
BY M.DAWY.ASWAN
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Outlook 2010 Basics Page 2
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BY M.DAWY.ASWAN

TUTOR SETUP INFORMATION.......................................................................................................... 6
OUTLOOK 2010 SETUP & CONFIGURATION .................................................................................... 7
INITIAL CONFIGURATION .....................................................................................................................7
A FIRST LOOK AT OUTLOOK 2010................................................................................................... 8
STARTING OUTLOOK 2010.................................................................................................................8
THE MICROSOFT OUTLOOK 2010 SCREEN............................................................................................9
HELP IN OUTLOOK 2010.................................................................................................................. 12
SEARCHING FOR HELP..................................................................................................................... 18
PRINTING HELP SHEETS ................................................................................................................... 20
MICROSOFT OUTLOOK NAVIGAT ION PANE........................................................................................... 20
MICROSOFT OUTLOOK RIBBON ......................................................................................................... 21
CLOSING OUTLOOK ......................................................................................................................... 22
TERMINOLOGY & CONCEPTS ........................................................................................................ 23
WHAT IS EMAIL? ............................................................................................................................. 23
THE STRUCTURE OF AN EMAIL ADDRESS ............................................................................................. 23
THE ADVANTAGES OF USING EMAIL..................................................................................................... 23
RECOMMENDATIONS FOR EMAIL CONTENT AND USE .............................................................................. 24
SMS (SHORTMESSAGE SERVICE) .................................................................................................... 25
VOICE OVER INTERNET PROTOCOL (VOIP).......................................................................................... 25
INSTANT MESSAGING ....................................................................................................................... 25
ONLINE (VIRTUAL) COMMUNITIES ....................................................................................................... 26
SOCIAL NETWORKING WEBSITES........................................................................................................ 26
INTERNET FORUMS (MESSAGE BOARDS / DISCUSSION BOARDS)............................................................... 28
CHAT ROOMS ................................................................................................................................. 28
ONLINE COMPUTER GAMES ............................................................................................................... 28
SECURITY ISSUES.......................................................................................................................... 29
SPAM............................................................................................................................................ 29
VIRUSES........................................................................................................................................ 29
PHISHING ...................................................................................................................................... 29
DIGITAL SIGNATURES....................................................................................................................... 30
SENDING MESSAGES..................................................................................................................... 31
CREATING AND SENDING YOUR FIRST EMAIL......................................................................................... 31
CHECKING THAT YOUR EMAIL WAS SENT.............................................................................................. 32
SENDING EMAILS TO MORE THAN ONE PERSON AT A TIME ....................................................................... 33
RECEIVING EMAILS .......................................................................................................................... 34
SENDING A COPY OF A MESSAGE TO ANOTHER ADDRESS........................................................................ 35
WHAT IS A BLIND CARBON COPY?....................................................................................................... 35
SENDING A COPY OF A MESSAGE TO ANOTHER ADDRESS USING BLIND CARBON COPY ................................. 35
SETTING THE MESSAGE SUBJECT ....................................................................................................... 36
SPELL CHECKING YOUR MESSAGE...................................................................................................... 36
ATTACHING A FILE TO A MESSAGE ...................................................................................................... 37
DELETING AN ATTACHED FILE FROM AN OUTGOING MESSAGE.................................................................. 38
ISSUES WHEN SENDING FILE ATTACHMENTS......................................................................................... 39
SETTING MESSAGE IMPORTANCE (MESSAGE PRIORITY).......................................................................... 40
SETTING MESSAGE SENSITIVITY......................................................................................................... 40
SAVING A DRAFT COPY OF AN E-MAIL .................................................................................................. 40
RECEIVING, READING AND REPLYING TO MESSAGES................................................................. 42
THE INBOX FOLDER ......................................................................................................................... 42
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OPENING THE INBOX FOLDER ............................................................................................................ 42
THE INBOX SCREEN......................................................................................................................... 43
SELECTING A MESSAGE.................................................................................................................... 43
MESSAGE STATUS ICONS ................................................................................................................. 44
READING A MESSAGE....................................................................................................................... 45
SWITCHING BETWEEN OPEN MESSAGE WINDOWS ................................................................................. 45
FORWARDING A MESSAGE ................................................................................................................ 46
OPENING OR SAVING AN ATTACHED FILE ............................................................................................. 48
REPLYING TO THE SENDER OF A MESSAGE .......................................................................................... 48
REPLYING TO THE SENDER AND ALL RECIPIENTS OF A MESSAGE .............................................................. 49
SETTING MESSAGE REPLY OPTIONS SO THAT THE ORIGIN AL MESSAGE IS INSERTED, OR NOT INSERTED .......... 51
PRINTING A MESSAGE ...................................................................................................................... 53
PREVIEWING A MESSAGE BEFORE PRINTING......................................................................................... 54
PRINTING OPTIONS ......................................................................................................................... 55
MANIPULATING TEXT AND FILES .................................................................................................. 57
SELECTING A WORD WITHIN THE MESSAGE WINDOW ............................................................................. 57
SELECTING A LINE WITHIN THE MESSAGE WINDOW................................................................................ 57
SELECTING A PARAGRAPH WITHIN THE MESSAGE WINDOW ..................................................................... 58
SELECTING ALL TEXT WITHIN THE MESSAGE WINDOW ............................................................................ 58
SELECTING TEXT USING THE MOUSE................................................................................................... 59
COPYING TEXT TO THE CLIPBOARD FROM A MESSAGE ........................................................................... 59
PASTING TEXT FROM THE CLIPBOARD INTO A MESSAGE ......................................................................... 59
COPYING TEXT FROM ONE MESSAGE TO ANOTHER ................................................................................ 59
CUTTING TEXT TO THE CLIPBOARD FROM A MESSAGE............................................................................ 60
MOVING TEXT FROM ONE MESSAGE TO ANOTHER ................................................................................. 60
COPYING TEXT FROM ANOTHER APPLICATION INTO A MESSAGE ............................................................... 60
DELETING TEXT IN A MESSAGE .......................................................................................................... 61
DELETING TEXT TO THE LEFT OF THE INSERTION POINT.......................................................................... 61
DELETING TEXT TO THE RIGHT OF THE INSERTION POINT ........................................................................ 61
DELETING AN ATTACHED FILE FROM A MESSAGE ................................................................................... 62
CONTACTS ..................................................................................................................................... 63
WHAT ARE CONTACTS? .................................................................................................................... 63
OPENING THE CONTACTS FOLDER ..................................................................................................... 63
CREATING A CONTACT ..................................................................................................................... 64
ADDING THE SENDER OF A MESSAGE TO CONTACTS .............................................................................. 65
ADDRESSING AN EMAIL TO A CONTACT................................................................................................ 67
DELETING A CONTACT...................................................................................................................... 68
WHAT IS A CONTACT GROUP? ........................................................................................................... 68
CREATING A NEW CONTACT GROUP.................................................................................................... 68
ADDING AN EMAIL ADDRESS TO A CONTACT GROUP ............................................................................... 70
REMOVING AN EMAIL ADDRESS FROM A CONTACT GROUP....................................................................... 72
SENDING AN EMAIL TO A CONTACT GROUP........................................................................................... 73
ORGANIZING MAIL......................................................................................................................... 74
SEARCHING FOR A MESSAGE............................................................................................................. 74
SEARCHING FOR MESSAGES BY SENDER, SUBJECT OR CONTENT ............................................................. 74
CREATING A NEW MAIL FOLDER ......................................................................................................... 75
MOVING A MESSAGE TO A DIFFERENT FOLDER...................................................................................... 76
DELETING A MAIL FOLDER................................................................................................................. 77
SORTING THE CONTENTS OF THE INBOX .............................................................................................. 77
DELETING A MESSAGE ..................................................................................................................... 78
OPENING THE ‘DELETED ITEMS’ FOLDER ............................................................................................. 79
RESTORING A MESSAGE FROM THE ‘DELETED ITEMS’ FOLDER ................................................................. 79
EMPTYING THE ‘DELETED ITEMS’ FOLDER ............................................................................................ 79
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AUTOMATICALLY EMPTYING THE ‘DELETED ITEMS’ FOLDER WHEN YOU EXIT OUTLOOK ................................ 80
FLAGGING A MESSAGE ..................................................................................................................... 81
REMOVING A FLAG MARK FROM A MAIL MESSAGE .................................................................................. 81
MARKING A MESSAGE AS UNREAD ...................................................................................................... 82
MARKING A MESSAGE AS READ .......................................................................................................... 82
CUSTOMIZING SETTINGS ............................................................................................................... 84
DISPLAYING OR HIDING THE RIBBON ................................................................................................... 84
ADDING AN INBOX HEADING .............................................................................................................. 84
REMOVING AN INBOX HEADING .......................................................................................................... 87
RESETTING THE INBOX HEADINGS ...................................................................................................... 88
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Tutor Setup Information
Prior to running this course, please make sure that the Outlook Inbox on each
computer to be used in the class is empty.
Issue each person using a computer in the class with their own email address to be
used within the classroom.
Issue each person taking the course with a short list of all the other email addresses
that are used by all the other computers within the classroom.
At the end of the course, remove all files modified or created during the course, prior
to re-running the course.
At the end of the course, reset all program and operating system defaults thatmay
have been modified during the course, prior to re-running the course.
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Outlook 2010 Setup & Configuration
Initial configuration
When you start Outlook for the first time you may see the following screen.
Click on the Next button to continue and you will see the following screen.
As Outlook can connect to many different types of E-mail system, you will need to
ask your tutor for instructions for proceeding beyond this point.
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A first look at Outlook 2010
Starting Outlook 2010
Click on the Start button and then click on All Programs.
Click on Microsoft Office folder.
Click on Microsoft Outlook 2010.
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You will then see the Outlook program window displayed.
The Microsoft Outlook 2010 Screen
The Outlook screen has a number of buttons displayed towards the bottom-left of
the window. Clicking on these will display screens relevant to Mail, Calendar,
Contacts or Tasks.
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Mail
Calendar
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Contacts
Tasks
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In this course we will be concentrating on the use of Outlook to send and receive
messages.
Help in Outlook 2010
When using Outlook you can always press the F1 key for help. The F1 key is a
function key displayed towards the top-left of your keyboard. This will display the
Outlook Help window, as illustrated.
Click on the Getting started with Outlook 2010 link and you will see the following.
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Click on the What’s new in Outlook 2010 item and you will see the following.
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You can use the vertical scroll bars to display more information further down this
window.
Click on the Back button a few times (top-left of your window).
Your screen should look like this again.
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Click on the Show Table of Contents icon (displayed within the Help toolbar).
You will see a table of contents displayed down the left side of the Help window.
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Within the table of contents click (left part of the window) on E-Mail messages (you
may need to scroll down the table of contents to find this item). You will see this
item expands to display subjects relating to E-mail.
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Click on an item, such as Create an e-mail message. You will see the following.
Click on the Customize your e-mail message. You will see detailed instructions
about how to customize a message.
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Have a quick read. Don’t worry about the details. The point to remember is that if
you need help, press F1, and from the table of contents get exactly the answers you
need.
Searching for Help
You can search for help information using the search facility within the Help window.
For instance to search for help about Keyboard Shortcuts within Outlook 2010,
type in the following.
Press the Enter key and you will see the following displayed.
Click on the item shown below.
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You will then see a window, similar to that shown below.
Click on an item, such as Basic navigation. You will then see keyboard shortcuts,
relating to basic navigation within Outlook displayed, as illustrated below.
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Printing help sheets
Once you have found the help you need within the Outlook help, you can click on the
Print icon within the Help window toolbar. This will print out the help for you and you
can keep it in a folder for future reference. Try this now.
Microsoft Outlook Navigation Pane
The navigation pane is normally displayed down the far left of the Outlook window.
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The navigation pane is used to access the various folders and tabs that together
make up the Outlook program.
Microsoft Outlook Ribbon
The Outlook ribbon is displayed at the top of the Outlook window.
The ribbon has several tabs displayed across the top: File, Home, Send/Receive,
Folder & View in the above example. Other tabs may be available when you are
performing certain tasks.
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Each tab is divided into many groups of related buttons.
The icons/buttons displayed in each group can be clicked upon to perform certain
functions.
Closing Outlook
Close Outlook by clicking on the Close icon in the top-right of the Microsoft Outlook
window.
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Terminology & Concepts
What is email?
The word email (also spelt as e-mail) stands for ‘electronic mail’ and describes the
sending of messages over networks. These messages can be just plain text or may
contain file attachments such as picture files. Once an email is sent they are stored
in electronic mailboxes until the person that you sent the e-mail to, requests to look
at new email sent to them.
The structure of an email address
Take a typical email address:
dave-cheltenham@gmail.com
The first part of the address “dave-cheltenham”, is the user name and indicates the
person to whom the email is addressed.
The “@” symbol marks the end of the user name.
The “@” symbol is followed by one or more sub-domains, separated by periods. In
the example above the “gmail” is the sub-domain. Sub-domains are registered by
organizations or individuals to give themselves an internet identity.
At the very end of the email address is the TLD or Top Level Domain. In the
example the TLD is “.com”, indicating an international company. There are other
TLDs such as “.net”, “.org”, “.biz” and “.info” designed to help you identify different
types of organization.
The advantages of using email
Fast: One of the great things about email is that you can send messages and files to
anyone in the world, almost instantly.
Mass communication: You can write one email and tell the computer to send it to
lots of different addresses. This is unlike a physically posted item. Spammers can
send out ‘junk email’ to millions of people in one go and this accounts for the ‘spam’
email thatmost people get once they start using email. This feature however can
also be used legitimately, to mail all the employees within a company or to send out
a newsletter to maybe thousands of people who have requested that they receive
the newsletter.
Low cost: The cost of sending information by email is a fraction of that involved
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when using the traditional mail system, especially when emailing to a different
country.
Worldwide portability: Once you have an email account set up, you should be able
to access your email from anywhere that has an Internet connection. Even many
holiday hotels now have an email connection for customers!
Time Zone friendly: If you live in Europe and phone someone in the western United
States at 9 am locally, you would either get no answer (because the office in the US
would be empty), or you could be waking them up in the middle of the night. The
great thing aboutsending an email is that you can send it anytime you want and the
recipient will read the mail when they want.
Web-based Email: Many email providers now offer a web-based interface for
accessing your email. This enables you to access your message from any web
enabled PC or device without the need to install software.
Recommendations for email content and use
There are some simple rules when sending emails:
USE SHORT, ACCURATE SUBJECT DESCRIPTIONS: In a busy office situation, a
person may receive many emails a day. Prior to opening the email the only
indication that an email might be relevant to that person is the email subject header.
Keep emails simple, short and to the point!
Avoid using all upper case letters in a message: The use of letters in UPPER CASE
is considered as shouting within an email. Use of all upper case (or all lower case)
can also make the message difficult to read.
BE BRIEF: People tend to 'skim read' email messages. If they are too long the
chances are that the recipient will miss important information buried within the
message.
USE THE SPELL CHECKER: Never send an email without spell checking the
contents first. This can give a really poor impression about your organization.
RESPECT PRIVACY AND CONFIDENTIALLY: Never quote part of one person’s
email within another email without permission. In many cases there is a message
attached to the bottom of emails, warning that the email is confidential!
DON'T 'FLAME': If some idiot emails you over something which is inappropriate, do
not respond and get into a series of increasingly hostile email exchanges. This is
called flaming. Never reply to unsolicited email (spam), unless you want to receive
even more rubbish in your email inbox!
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SMS (Short Message Service)
Commonly known as ‘texting’. SMS allows you to send and receive text messages
between mobile (cell) phones.
Voice over Internet Protocol (VoIP)
Voice over Internet Protocol, (VoIP pronounced voyp), is a technology that allows
you to talk with other people via the Internet. You can talk for free to other people
using VoIP on their computers. You can even make calls to real telephones at a
much cheaper rate than normal. This system is ideal when you need to make a lot
of long distance or international calls. You can use VoIP by just installing a
microphone and headset, or you can purchase a special VoIP compatible phone,
which will normally plug into one of the USB sockets on your computer. A well-
known VoIP product supplier is Skype, who produce a range of excellent phones.
Allows you to make inexpensive long-distance and international calls compared to
traditional phone systems.
You can search for contacts, worldwide.
You can combine speech with video when you use a Webcam.
Portable, people can contact you on the move as long as you have an Internet
connection. This is especially useful when travelling internationally, as international
calls using mobile (cell) phones are very expensive.
WARNING: A VoIP phone is not suitable for making emergency calls. If your
computer or internet connection is unavailable you may not be able to use the VoIP
phone.
Also the voice quality may be worse compared to using a traditional phone.
Instant messaging
Instantmessaging (IM) provides a mechanism for real-time communication between
two or more people sending text messages via their computers. This is different
from sending an email which once sent may be read sometime later by the person
you sent the email to.
Some types of instant messaging software lets you speak rather than having to type
your messages. You can use your web cam so that you can see the person you are
talking to.
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Benefits of Instant Messaging:
Real-time communication:
you to communicate in real time and have a two
g a email, you can see if the person you want to send the
essage to is online or not.
calls, IM is very cost effective, especially when
ombined with the flexibility of use and additional features compared to a traditional
ending text message you can attach files including pictures, sound,
ideo and other files.
Unlike leaving an email, IM allows
way conversation.
Knowing whether contacts are online:
Unlike when sendin
m
Low cost:
Compared to tradition phone
c
phone call.
Ability to transfer files:
As well as s
v
Online (virtual) communities
It is important to understanding the concept of online (virtual) communities. These
can take many forms including:
- Social networking websites
- Internet forums
- Chat rooms
- Online computer games
Social networking websites
These sites allow you to link up with other people, to share news, experience and
eunited’ are specifically designed to let you find
t with.
gossip. Some such as ‘Friends R
friends that you have lost contac
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MySpace
Facebook
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Friends Reunited
Internet forums (message boards / discussion boards)
An Internet forum is a web based application that lets you join in online discussions.
You can post your views or comments for all in the forum to see and react to. Try
searching the Web for information on message boards and you will find that there is
a discussion for you, whatever your interest!
Chat rooms
The term ‘chat room’ has had a lot of media attention over the last few years. The
term has evolved to include any web based mechanism to share your news with
other on the web. The communication is in real time, i.e. you can talk to other
individuals, rather than leaving messages. Try searching the Web for more
information and examples.
Online computer games
Online games are games that are access and played via the Internet. In many
cases you can play against other people. Try searching the web use the phrase
‘online computer games’ and you will find lots ofsites you can access.
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Security Issues
Spam
Spam is the bulk sending of unsolicited and often fraudulent email messages,
normally trying to sell a commercial product or service. There are companies which
will sell lists of email addresses by the million. If you are a regular Internet user, then
the chances are that the providers of these lists will pick up your email address
(using a variety of sneaky techniques). As more and more companies buy in these
lists and use them in their marketing campaigns, you will receive more and more
spam emails, offering you an increasingly bizarre range of products and services! In
many countries the sending ofspam is now against the law!
Increasingly unscrupulous marketing companies are using popup windows within
your Web browser to display unwanted messages. There are now many anti-popup
programs available to help block this newer type of spam.
Viruses
Be very careful about opening files which are attached to email messages as they
may contain viruses. You should know that Microsoft Word documents can contain
special types of virus, called macro viruses. Even pictures can contain virus like
code.
Phishing
Phishing refers to efforts to trick you into revealing your personal or financial
information. This is often done by sending out millions of emails at random claiming
to be from your bank or similar organizations and then requesting that you update
your details, using a link provided within the email. When you click on this link you
are taken to a web site that looks just like the real thing but is in fact a copy of a
banks web site. When you type in your details, you have just given the information
to criminals who will use that information in identity theft related crime.
Be careful of emails claiming to be from financial institutions or popular web sites
instructing you to click on a link and login. Often the link points to a clone of the
legitimate web site which is under the control of criminals. Should you click on the
link & log into the fake site you will have inadvertently given your password details
away. Never click on a link in an email, to be safe open your web browser and type
in the address for the web site, this way you can be sure that you are viewing the
legitimate site.
Modern web browsers such as Internet Explorer 7+ or Mozilla Firefox 2+ have anti-
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phishing features that will display a warning if you visit a web site that has been
identified as fraudulent.
Digital signatures
A digital signature is a code which is attached to an email to uniquely identify the
sender. Like a traditional hand written signature the purpose of the digital signature
is to guarantee that the sender of the message is who he or she claims to be. Digital
signatures employ sophisticated encryption techniques to ensure that they cannot be
counterfeited.
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Sending Messages
Creating and sending your first email
Start the Outlook application.
Click on the Mail button, located near to bottom of the navigation pane.
Click on the Home tab.
Click on the New E-mail button in the New group on the ribbon.
You will see the Message window displayed, as illustrated.
First you need to enter the email address of the person you are sending the email to,
in the To section of the window. Your tutor should have given you a list of email
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addresses of the other people taking this course. Enter the email address of one of
these people.
Next you need to click within the Subject box and type in a title for your email. Type
in any title you want such as Message from <your name>.
We are now ready to type out the body text for your email. Click within the white
area of the window and you will see the insertion point indicating that you can type
your message. In this case type in any message you want. Keep it short as this is
just a test email to see if you can send messages. Use a message such as ‘Hello,
this is a quick email from <your name> to see if my email system is working’
Click on the Send button.
That was it. You have just sent your first email. As you can see using Outlook is
really simple, in fact easier than writing a traditional letter and a lot faster to deliver.
Checking that your email was sent
Click on the Sent Items or Sent Mail folder icon in the navigation pane and you will
see that the email has been sent as expected.
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Depending upon your email system, you may have more than one Sent Items or
Sent Mail folders.
TIP: If you do not see an item listed here, wait a short while and see if it appears. If
you do not see it, try clicking on the Outbox icon and see if the item is waiting to be
sent. It should disappear from the Outbox and then appear in the Sent Emails box.
If you are still having problems, seek help from your tutor now.
Sending emails to more than one person at a time
It is very easy to send your email to lots of people at the same time. Click on the
New E-mail button again. Click on the To box and type in the first email address
from the list your tutor has supplied. Then type in a comma and type in the next
email on the list (with no spaces). Carry on typing in the entire list of email
addresses, remembering to place a comma before each email address that you type
in.
In the Subject field, type in a subject for your email (anything will do).
In the body text area type in a shortmessage.
Click on the Send button and the same message will be sent to everyone on your
list.
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Receiving emails
The rest of the class has now sent you an email. Each email will have a different
subject and differentmessage content. If you can’t see any new messages, press
the F9 key to force Outlook to retrieve new emails.
To see what messages you have received, click on the Inbox folder icon.
Depending on your email system you may have more than one Inbox folder.
The emails that you have received will be listed in the message list to the right of the
navigation pane.
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Sending a copy of a message to another address
To send a copy of a message to another email address, type the address into the Cc
(Carbon Copy) field.
What is a blind carbon copy?
A blind carbon copy is a copy of the message which is sent to someone in
secret, other recipients of the message will not know that the person has received a
copy of the message.
Sending a copy of a message to another address using blind carbon
copy
Whilst composing your email in the Message window, display the Bcc field by
clicking on the Options tab selecting the Bcc button from the Show Fields group on
the ribbon.
Type the address of the person you wish to receive the blind carbon copy into the
Bcc text box.
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In the example above the message is addressed to sales@cctglobal.com, in
addition a copy of the message will also be sent to info@example.com without the
knowledge of the other recipients.
Setting the message subject
Enter a short overview of the message into the Subject field box.
The message subjectshould be short but informative. The recipient of the email
should be able to get a good idea of the content of the message from just looking at
the subject line, this makes managing large volumes of emails much less time
consuming.
Spell checking your message
Click on the Review tab followed by the Spelling & Grammar button, or press the
F7 key.
Outlook will now check the spelling of your message. If an incorrectly spelt word is
encountered the Spelling and Grammar dialog box will be displayed.
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The incorrectly spelt word is displayed in red, Outlook suggests correctly spelt words
from its dictionary.
Select the correct spelling from the list of suggested words and click on the Change
button to correct the word.
When Outlook reaches the end of your message the following dialog box is
displayed.
Click on the OK button to close the dialog box and finish the spell checking session.
Attaching a file to a message
Display the Message tab and click on the Attach File button from the Include
section.
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Outlook will display the Insert File dialog box, locate and select the file you wish to
attach to your message.
Click on the Insert button. The Insert File dialog box will close, the attached file will
be shown below the Subject field.
When you are attaching files to emails be aware of the file size. In general,
messages travelling across the internet with files greater than 5 megabytes in size
attached are likely to be returned undelivered. Certain files types such as Windows
executable (.EXE) files may also be rejected as they are common carriers of viruses
or malware.
Deleting an attached file from an outgoing message
Attached files are displayed below the Subject field. To delete an attached file, right
click on the file you wish to delete to display a popup menu.
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Select the Remove command. The file is no longer attached to the message.
Issues when sending file attachments
There are a number of issues to consider such as:
File size limits:
If you attach a file of a certain size, then the coding necessary to attach the file to the
email will make the file size of the attached file larger than the original file size.
Many email system will set limits on the size of email attachment that they will
accept. These limits differ from one system to another. Also remember that the
larger the attached file the longer your email will take to be delivered.
File type restrictions:
Many email systems will block attached files if the attachments is an executable
file. This is because many virus and other malicious software types are spread
through the emailing of attached executable files. Even if you can attach an
executable file, do not be surprised if the email is rejected by the email software of
the person you are sending the file to.
Do not send to many attachments at the same time:
Sending a lot of simultaneous attachments (such as photographs), may exceed file
size attachment limits.
Netiquette:
Remember do notsend large file attachments to people who are not expecting them.
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Setting message importance (message priority)
Click on the Message tab. Use the icons in the Tags group to assign importance to
your message.
Setting message sensitivity
To set the sensitivity of your message, click on the Message tab and then click on
the Message Options dialog box launcher icon as shown.
A dialog box will be displayed enabling you to set the Importance & Sensitivity
options.
Close the dialog box by clicking on the Close button.
Saving a draft copy of an e-mail
It is possible to save an email that you are currently writing to be completed and sent
at a later time.
To do this,simply click on the Save icon, displayed at the top-left of the Message
window.
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You may now close the Message window by clicking on the Close icon.
The message will be saved into the Drafts mail folder. To resume editing the
message open the Drafts mail folder from the navigation pane and double-click on
the message.
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Receiving, reading and replying to
messages
The Inbox folder
The Inbox folder is where you view & reply to email messages that you have
received.
Opening the Inbox folder
To open the Inbox folder, click on the word Inbox displayed in the navigation pane to
the left of the Outlook window.
Depending on your email system you may have more than one Inbox folder. Open
the Inbox folder which contains the email messages which you have received.
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The Inbox screen
By default the Inbox screen is displayed as below. The navigation pane is on the far
left with any message contained within the Inbox listed beside it. To the right of the
message list is the reading pane; the content of the message is displayed here.
Selecting a message
To select a message, click on the message in the list.
Once a message is selected, the contents of that message will be displayed in the
reading pane.
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Message Status icons
Messages have icons associated with them to help you manage your emails.
A closed envelope means that the message has not been read.
An open envelope is displayed next to a message that has been viewed.
You can attach flags to messages that you need to revisit at a later date. We
will see how to do this later.
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Reading a message
Sometimes it is more convenient to view a message in a separate window; this
allows you to have multiple messages on view simultaneously. To do this double
click on the message, a new message window will open.
The message window displays the message text along with the headers which show
who the message was from and the subject.
To close the message window click on the Close icon in the top right of the window.
Switching between open Message windows
Double click on three messages to open them in their own Message window. Point
at the Outlook icon displayed on the Windows Taskbar at the bottom of your screen.
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A menu will be displayed listing all of the open Outlook windows.
To switch between messages click on the relevant entry in the menu.
Use this method to view the 3 messages you opened. Once finished, close all the
message windows.
Forwarding a message
Select one of the messages in your inbox.
Click the Forward button displayed within the Respond group on the ribbon.
A new Message window will open.
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You will see the text of the original message is inserted for you. The subject of the
original message has also been copied with the text FW: inserted at the beginning,
this is done so that the recipient of the message can easily see that the message
has been forwarded.
If you wish you can add your own comments by typing them into the top of the
message text area.
Enter the email address, into the To address field, of the person that you would like
to forward the message to.
Click on the Send icon to send the message.
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Opening or saving an attached file
If a message has a file attached, an icon and the file name for each attached file will
be displayed just below the message subject.
Double-click on the file icon; the following dialog box will be displayed. You should
always be cautious about opening files sent to you by email.
To open the file click on the Open button. You also have the option to click on the
Save button, this will open the Save As window allowing you to save the file to your
drive for later use.
Replying to the sender of a message
Select a message from your Inbox that you would like to reply to.
Click the Reply button displayed within the Respond group on the ribbon.
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A Message window will open containing the text of the message you are replying to.
Outlook automatically inserts the email address of the sender into the To field. The
subject is also copied with the text RE: inserted at the start.
Type your reply in the message text area, just above the original message.
Send your message by clicking on the Send icon.
Replying to the sender and all recipients of a message
Open your Inbox folder and select a message that was sent to many recipients.
Click the Reply All button displayed within the Respond group on the ribbon.
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A Message window will open containing the text of the message you are replying to.
You will see that Outlook has automatically inserted the email address of the sender,
plus any recipients of the original message.
Type your reply in the message text area, just above the original message.
Send your message by clicking on the Send icon.
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Setting message reply options so that the original message is
inserted, or not inserted
Click on the File tab and select the Options button from the menu on the left.
The Outlook Options dialog box will be displayed.
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Select the Mail button from the list at the left of the Outlook Options dialog box.
Settings relating to email will be displayed in the main area.
Scroll down the list of options until the Replies and forwards section is visible.
To control whether/how the original message is inserted when you reply to a
message click on the button to the right of the When replying to a message text.
Select the reply style that you require, try selecting Do not include original
message.
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Click on the OK button to close the Outlook Options dialog box.
Try replying to a message from your Inbox, you should now find that the original
message is not now inserted into the message text area.
Re-open the Outlook Options dialog box and reset the reply style back to Include
original message text.
Printing a message
To print a message, first select the message by clicking on its entry in the message
list.
Click on the File tab and select Print from the menu on the left.
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Click on the Print icon.
The message is now printed.
Previewing a message before printing
Select the message you wish to print preview.
Click on the File tab and select Print from the menu on the left.
A preview of how the message will be printed is shown to the right of the printing
options.
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Printing Options
More sophisticated printing settings can be accessed by clicking on the File tab and
selecting Print from the menu on the left.
Now click on the Print Options button.
The options in this dialog box allow you to choose how many copies of the message
are printed and the style of printing.
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Clicking on the Print button will close the Print dialog box and print the message
using your chosen options.
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Manipulating Text and Files
Selecting a word within the Message window
Open a new message window & enter 3 paragraphs of text.
Select a word by double clicking on the word of your choice. Once selected the
word will be highlighted.
Selecting a line within the Message window
Move your mouse pointer into the left margin next to the line you want to select. The
mouse pointer will flip over to point to the right.
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Click the mouse button, the line will be selected and highlighted.
Selecting a paragraph within the Message window
Triple-click the left mouse button anywhere within the paragraph you want to select.
The selected paragraph will be highlighted.
Selecting all text within the Message window
Press the Ctrl-A key combination. All of the text in the message text area will now
be selected and highlighted.
Click once on the message text to clear the selection.
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Selecting text using the mouse
Locate the start of the text you want to select with your mouse pointer.
Press the left mouse button and whilst keeping the mouse button pressed down,
move the mouse pointer to the last piece of text you wish to select.
Release the mouse button, the text will remain selected and highlighted.
Copying text to the Clipboard from a message
Select the text you wish to copy.
Press the Ctrl-C key combination, or click the Copy icon in the Clipboard group on
the ribbon.
Pasting text from the Clipboard into a message
Click your mouse at the end of the message to move the text insertion point.
Press the Ctrl-V key combination, or click the Paste icon in the Clipboard group on
the ribbon.
Copying text from one message to another
Open a second new message window.
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Re-display the first message containing your text.
Select some text of your choice and copy it to the clipboard.
Select the new message window and click within the message text area.
Paste text from the clipboard into the message text area.
Close the new message window and re-display the first message containing your
text.
Cutting text to the Clipboard from a message
Select the text you wish to cut/move to the clipboard.
Press the Ctrl-X key combination, or click the Cut icon in the Clipboard group on
the ribbon.
Moving text from one message to another
Select the text you wish to cut/move to the clipboard and press the Ctrl-X key
combination.
Open a new message window and click within the empty message text area.
Paste text from the clipboard into the message text area (by pressing Ctrl-V).
Close the new message window and re-display the first message containing your
text.
Copying text from another application into a message
Open the Windows Notepad application.
Enter some text into the Notepad window.
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Press Ctrl-A to select the text in the Notepad window.
Press Ctrl-C to copy the text to the clipboard.
Re-display the Outlook message window containing your sample text.
Click your mouse at the end of the message to move the text insertion point.
Press the Ctrl-V key to paste the text into your message.
Close the Notepad window by clicking on the close icon in the top-right of the
window.
Deleting text in a message
Select the text you wish to delete.
Press the Delete key.
Deleting text to the left of the insertion point
Click at the end of a word to move the insertion point to that location.
To delete the letter immediately to the left of the insertion point press the
Backspace key.
Deleting text to the right of the insertion point
Click at the start of a word to move the insertion point to that location.
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To delete the letter immediately to the right of the insertion point press the Delete
key.
Close the message window without sending the message.
Deleting an attached file from a message
Locate a message that has a file attached. Messages with files attached have the
paperclip icon displayed next to them.
Double click on the message to open it in a message window. The attached files are
listed beneath the subject line.
Right-click on the attached file you wish to delete and select the Remove
Attachment command from the menu.
The file is deleted from the message.
Close the message window by clicking on the Close icon in the top-right of the
window. You will see the following dialog box.
Click on the Yes button to save the modified message.
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Contacts
What are contacts?
The Outlook Contacts folder is an area where you can store information about
people you have regular communication with. The Contacts folder is your address
book.
Opening the Contacts folder
Click on the Contacts button at the bottom of the navigation pane.
The Contacts folder will be displayed as illustrated.
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Note: At this stage you may not see any contact cards displayed in the main screen
area.
Creating a contact
Create a contact by clicking on the New Contact button, located in the New group
on the Home tab of the ribbon.
The Contact window will open as illustrated.
Fill in the fields using the details of one of your fellow students. In particular make
sure that you enter their email address into the E-mail box.
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Click the Save & Close icon on the ribbon to close the Contact window and create
your contact.
You should now see a contact card displayed for your new contact.
Repeat these steps to add at least 2 more contacts.
Adding the sender of a message to contacts
Open the Inbox folder and select a message.
Right click on the senders emails address (normally displayed just below the subject
line) and select the Add to Outlook Contacts command.
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The Contacts window will open. Outlook will pre-fill as many fields as possible
using information from the email.
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Fill in the remaining fields and click on the Save & Close icon on the ribbon.
Addressing an email to a contact
Open the Inbox folder.
Select the Home tab.
Click on the New E-mail button displayed on the ribbon to open a new Message
window.
Click on the To button.
The Select Names: Contacts dialog box will be displayed as illustrated.
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Notice that your contacts are listed in the dialog box.
Select one of your contacts from the list by clicking on their name. The selected
contact will be highlighted.
Click on the To -> button. The name of the contact will be inserted into the box
beside the button. This has told Outlook that you wish to address the email to this
person.
You could also have clicked on the Cc or Bcc buttons to send them a carbon copy
of the email.
Click on the OK button to close the Select Names: Contacts dialog box. Outlook
will copy the contacts email address into the Message window.
Enter a subject and some text into the message text area.
Send the message.
Deleting a contact
Open the Contacts folder.
Click on a contact you wish to delete. The contact will be selected and highlighted.
Press the Delete key. The contact will be moved to the Deleted Items folder.
What is a contact group?
A contact group is a collection of contacts. A contact group allows you to maintain a
list of contacts so that you can make contact with them as a group. For example you
may have a distribution list called “customers” allowing you to email details of new
products and offers to prospective customers.
Creating a new contact group
Open the Contacts folder.
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Click on the New Contact Group button contained within the New group on the
ribbon.
The Contact Group window will be displayed.
Give your contact group a name by typing it into the Name box. Use the name
Students.
Click the Save & Close icon on the ribbon.
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A new contact card will be created for your contact group.
Adding an email address to a contact group
Open the Students contact group by double clicking on the Students contact card.
The Contact Group window will be displayed.
Click on the Add Members button, displayed in the Members group on the ribbon.
From the displayed menu select the New E-mail Contact option.
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The Add New Member dialog box will be displayed.
Enter the name of one of your fellow students into the Display name box. Enter
their email address into the E-mail address box.
Click on the OK button to add this email address to the contact group. You will find
that the person you added to the list is now displayed in the Contact Group window.
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Repeat these steps to add the other email addresses on the list provided by your
tutor.
Save and close the Students contact group.
Removing an email address from a contact group
Open the Students contact group and select an email address you want to delete
from the group. To select an email address click on the name or email address, the
selected entry will be highlighted.
Click the Remove Member button, displayed on the ribbon.
The email address will be removed from the contact group.
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Save and close the Students contact group.
Sending an email to a contact group
Click on the New E-mail button displayed on the ribbon to open a new Message
window.
Type the name of your contact group into the To box, in this case type Students.
After a few seconds Outlook will recognize that you have entered the name of a
contact group, a box containing a plus symbol will be displayed next to the contact
group name.
Enter a subject and some text into the message text area.
Send the message as normal.
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Organizing Mail
Searching for a message
Display the Inbox folder. Located above the list of messages is the Search box, as
illustrated.
Type a word into the search box. Outlook will search the Inbox and list any
messages that contain that word.
Searching for messages by sender, subject or content
Click within the Search box, located above the message list.
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The Search tab will be displayed on the ribbon.
The buttons on the Refine group allow you to specify which areas of the messages
are searched. For example, if you wanted to search the message subject only you
would click on the Subject button and then enter your search word. Experiment with
these features.
Creating a new mail folder
Click on the Folder tab.
Click on the New Folder button in the New group on the ribbon.
The Create New Folder dialog box will be displayed.
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Type the word Projects into the Name box.
Click on the OK button. A sub-folder called Projects will now appear under the Inbox
folder in the navigation pane.
Moving a message to a different folder
Open your Inbox folder.
Locate a message and position the mouse pointer over it.
Press the left mouse button and whilst keeping the button pressed down move the
mouse button to the Projects folder in the navigation pane.
Notice that the mouse pointer has a rectangle attached to it, this represents the
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message you are moving.
Release the mouse button and the message will be moved to the Projects folder.
Deleting a mail folder
Right-click on the Projects folder in the navigation pane.
Select the Delete Folder command from the menu. The following dialog box is
displayed.
Click on the Yes button and the mail folder will be moved to the Deleted Items folder.
Sorting the contents of the Inbox
By default Outlook lists the contents of the Inbox folder in date order. You can
change this behavior by clicking on the Arrange By text located under the Search
box.
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Try selecting some of the other arrangement options such as Subject, From, To
and Size and observe the effect on the Inbox.
Restore the Inbox back to date order.
Deleting a message
To delete a message, firstselect the message by clicking on its entry in the Inbox
message list.
Click on the Delete button, displayed on the ribbon within the Delete group in the
Home tab.
The message is moved to the Deleted Items folder.
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Opening the ‘Deleted Items’ folder
Locate the Deleted Items folder listed in the Outlook navigation pane.
Depending on your email system, you may have more than one Deleted Items
folder.
Click on the Deleted Items text to open the Deleted Items folder.
Restoring a message from the ‘Deleted Items’ folder
The contents of the Deleted Items folder are displayed to the right of the navigation
pane.
Locate the message you deleted earlier and position the mouse pointer over it.
Press the left mouse button and whilst keeping the button pressed down move the
mouse pointer to the Inbox folder in the navigation pane.
Notice that the mouse pointer has a rectangle attached to it, this represents the
message you are moving.
Release the mouse button and the message will be deposited in the Inbox folder.
Emptying the ‘Deleted Items’ folder
Open the Deleted Items folder.
Select the Folder tab.
Click on the Empty Folder button contained within the Clean Up section of the
ribbon.
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Automatically emptying the ‘Deleted Items’ folder when you exit
Outlook
Click on the File tab and select the Options button from the menu on the left.
The Outlook Options dialog box will be displayed.
Select the Advanced button from the list at the left of the Outlook Options dialog
box.
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Tick the check box labeled Empty the Deleted Items folders when exiting
Outlook.
Click on the OK button to close the Outlook Options dialog box.
Flagging a message
To flag a message click on the Flag icon displayed next to the message in the Inbox
folder.
Removing a flag mark from a mail message
To remove a flag from a message, right-click on the Flag icon and select the Clear
Flag command from the menu.
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Marking a message as unread
To mark a message that you have read as unread, right-click on the message on the
Inbox folder and select Mark as Unread command from the menu.
Marking a message as read
To mark a message that you have not read as read, right-click on the message on
the Inbox folder and select Mark as Read command from the menu.
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Customizing Settings
Displaying or hiding the ribbon
Click on the Minimize the Ribbon button, displayed at the top-right of the Outlook
window.
The ribbon is now hidden from view.
Repeating the above restores the ribbon.
Adding an Inbox heading
You can customize the information shown about each email listed in the Inbox
folder.
Click on the View tab.
Click on the View Settings button, displayed in the Current View group on the
ribbon.
The Advanced View Settings dialog box is displayed.
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Click on the Columns button. The Show Columns dialog box will be displayed.
This dialog box allows you to control the information displayed about each message
in the Inbox folder list. The Available columns list on the left of the dialog box
shows the fields that can be added, whilst the Show these columns in this order
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listing on the rightshows the information that is to be displayed.
Select Message from the Available columns listing.
Click on the Add button to move the Message column across to the Show these
fields in this order list.
Click on the Move Up button repeatedly until the Message field is displayed at the
top of the Show these columns in this order list.
Click on the OK button to close the Show Columns dialog box.
Click on the OK button to close the Advanced View Settings dialog box.
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The message listing will now change. You should now see that the first few lines of
the email are displayed instead of the subject line.
Before:
After:
Removing an Inbox heading
Re-open the Show Columns dialog box.
Select Message from the Show these columns in this order list.
Click on the Remove button. The Message column should now be moved from the
Show these columns in this order list to the Available columns listing.
Click on the OK button to close the Show Fields dialog box.
Click on the OK button to close the Advanced View Settings dialog box.
The message listing will now change with the message subject displayed once
more.
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Resetting the Inbox headings
Click on the View tab.
Click on the Reset View button, displayed in the Current View group on the ribbon.
The following dialog box will be displayed.
Click on the Yes button to reset the view.
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Module 7 b_outlook_2010

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Module 7 b_outlook_2010